Local Planning Assistance


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Local Planning Assistance

  1. 1. COORDINATORS BRIEFING <ul><li>LOCAL PLANNING ASSISTANCE </li></ul><ul><li>Ted Costin </li></ul><ul><li>Director, Preparedness Division </li></ul><ul><li>Joe Coyle </li></ul><ul><li>Director, Local Support Services </li></ul>
  2. 2. History/Status/ Considerations/The Pla n <ul><li>Colleges/Universities </li></ul><ul><li>Local COOP </li></ul><ul><li>Local EOP Template </li></ul>
  3. 3. Section 44-146.18.B.12 (2008) <ul><li>Consult with the State Council of Higher Education in the development and revision of a model institutional crisis and emergency management plan for the purpose of assisting public and private two-year and four-year institutions of high education in establishing, operating, and maintaining emergency services and disaster preparedness activities and, as needed, in developing an institutional crisis and emergency management plan pursuant to Section 23-9.2:9 . </li></ul>
  4. 4. § 23-9.2:9 . Institutional crisis and emergency management plan; review required. <ul><li>The board of visitors or other governing body of each public institution of higher education shall develop, adopt, and keep current a written crisis and emergency management plan. Every four years, each institution shall conduct a comprehensive review and revision of its crisis and emergency management plan to ensure the plan remains current, and the revised plan shall be adopted formally by the board of visitors or other governing body. </li></ul>
  5. 5. § 23-9.2:9 (continued) <ul><li>Such review shall also be certified in writing to the Department of Emergency Management. The institution shall coordinate with the local emergency management organization, as defined by § 44-146.16 , to ensure integration into the local emergency operations plan. </li></ul><ul><li>(2008, cc. 450, 526.) </li></ul>
  6. 6. Highlights <ul><ul><ul><li>The board of visitors (or other governing body of the institution) shall adopt (revised) plan every 4 years. </li></ul></ul></ul><ul><ul><ul><li>The institution’s self review and adoption must be certified in writing to the Virginia Department of Emergency Management. </li></ul></ul></ul>
  7. 7. And the most important change… <ul><li>The institution shall coordinate its EOP (Emergency Operations Plan) with the local emergency management organization to ensure integration into the emergency management plan. </li></ul>
  8. 8. Template Work Group <ul><li>In order to meet the new requirements, a template work group of college and university emergency planners assisted VDEM (Virginia Department of Emergency Management) in the development of an EOP (Emergency Operations Plan) template. </li></ul>
  9. 9. Who Participated <ul><li>Representatives of: </li></ul><ul><li>Community Colleges </li></ul><ul><li>Private Universities </li></ul><ul><li>State Universities </li></ul><ul><li>SCHEV (State Council of Higher Education for Virginia) </li></ul><ul><li>OAG (Office of Attorney General) </li></ul><ul><li>VDEM (Virginia Department of Emergency Management </li></ul>
  10. 10. Concept <ul><li>Because of the input from this work group, the template captures a realistic approach to emergency management at colleges and universities. </li></ul>
  11. 11. Format <ul><li>The work group recommended the Emergency Support Function Format </li></ul><ul><li>Consistent with: </li></ul><ul><li>National Response Framework (NRF) </li></ul><ul><li>Commonwealth of Virginia Emergency Operations Plan (COVEOP) </li></ul><ul><li>Many local EOPs (Emergency Operations Plans) </li></ul>
  12. 12. Request for Resources from the VEOC <ul><li>The concept of Operations Section includes a process clarification as to how an institution should request resources. </li></ul><ul><li>Requests for assistance from colleges and universities should be channeled through the local government EOC (Emergency Operations Center) of the local emergency management jurisdiction in which the institution is located. </li></ul>
  13. 13. The Thinking Is <ul><li>If the Code of Virginia requires these entities to coordinate plans, it follows that response should be coordinated as well. </li></ul>
  14. 14. Family Assistance Centers <ul><li>An entity under ESF (Emergency Support Function) 6 (Mass Care, Housing, and Human Services). </li></ul><ul><li>Incorporated input from Virginia Criminal Injury Compensation Fund to reflect likely legislation that will assign victims assistance to that agency – not the facility. </li></ul>
  15. 15. Template is Now Available <ul><li>The template is available on the VDEM website at: </li></ul><ul><li>vaemergency.com/Library/ </li></ul><ul><li>Plans and Procedures </li></ul>
  16. 16. Training <ul><li>For College/University Emergency Managers </li></ul><ul><ul><li>VEOC (Virginia Emergency Operations Center) </li></ul></ul><ul><ul><ul><li>10/14/08 – 26 Individuals </li></ul></ul></ul><ul><ul><li>Virginia Tech </li></ul></ul><ul><ul><ul><li>10/17/08 – 11 Individuals </li></ul></ul></ul><ul><ul><li>Entities </li></ul></ul><ul><ul><ul><li>11 Community Colleges </li></ul></ul></ul><ul><ul><ul><li>6 Public Universities </li></ul></ul></ul><ul><ul><ul><li>4 Private Universities </li></ul></ul></ul><ul><ul><ul><li>3 State Agencies </li></ul></ul></ul><ul><ul><ul><li>1 Local Government </li></ul></ul></ul>
  17. 17. The Plan for College and University Template <ul><li>After 2009 General Assembly Session </li></ul><ul><ul><li>SCHEV (State Council of Higher Education for Virginia) </li></ul></ul><ul><ul><li>OAG (Office of Attorney General) </li></ul></ul><ul><ul><ul><li>? Legislative Changes </li></ul></ul></ul><ul><ul><li>College and University Emergency Managers </li></ul></ul><ul><ul><li>Local Emergency Managers </li></ul></ul><ul><ul><ul><li>? Practical Changes </li></ul></ul></ul><ul><li>Review/Revise/Re-Release </li></ul><ul><li>Regional Coordinator Role - Standby </li></ul>
  18. 19. State of Virginia Guidance <ul><li>§ 44-146.18.B:7, Code of Virginia (2005) </li></ul><ul><ul><li>“ The … Department of Emergency Management shall in the administration of emergency services and disaster preparedness programs … provide guidance and assistance to state agencies and units of local government in developing and maintaining emergency management and continuity of operations (COOP) programs, plans and systems…” </li></ul></ul>
  19. 20. Executive Order 44 (2007) <ul><li>To provide for consistent and uniform planning, directs each executive branch agency including institutions of higher education with guidance from their Emergency Coordination Officer: </li></ul><ul><ul><li>Create or update Continuity of Operation Plans to conform to the template produced by the Virginia Department of Emergency Management, and </li></ul></ul><ul><ul><li>Utilize the resources available from the Virginia Department of Emergency Management for creating or updating Continuity of Operations Plans. </li></ul></ul><ul><li>The process of creating or updating Continuity of Operations Plans shall be completed by April 1 of each year, with an electronic copy sent to the Virginia Department of Emergency Management. The Office of Commonwealth Preparedness, in consultation with the Virginia Department of Emergency Management will devise a process for review of all executive branch agencies’ Continuity of Operations Plans by the first week of December each year. </li></ul>
  20. 21. Consulting Firm Retained <ul><li>Beck (Fomerly Excelliant) </li></ul><ul><li>Possessed Local COOP (Continuity of Operations) Planning Guide </li></ul><ul><ul><li>Manual </li></ul></ul><ul><ul><li>Worksheets </li></ul></ul><ul><ul><li>Template </li></ul></ul><ul><li>Turned Over to VDEM (Virginia Department of Emergency Management) </li></ul>
  21. 22. Work Group Formed <ul><li>Local Emergency Managers </li></ul><ul><li>VACO (Virginia Association of Counties) </li></ul><ul><li>VML (Virginia Municipal League) </li></ul><ul><li>To Give the Guide a Virginia </li></ul><ul><li>Local Government Perspective </li></ul>
  22. 23. Next Activity <ul><li>Local Government Reviews </li></ul><ul><li>Released: </li></ul><ul><li>www.vaemergency.com/library / local_govt/index.cfm </li></ul><ul><li>Awareness </li></ul><ul><ul><li>VACO (Virginia Association of Counties) Presentation </li></ul></ul><ul><ul><li>VEMC (Virginia Emergency Management Conference) Presentation </li></ul></ul><ul><li>Requests for Assistance </li></ul>
  23. 24. Challenges <ul><li>State Planning Assistance (SPA) </li></ul><ul><ul><li>Lead for Executive Agencies (135) COOP (Continuity of Operations) </li></ul></ul><ul><ul><ul><li>Assistance </li></ul></ul></ul><ul><ul><ul><li>Review </li></ul></ul></ul><ul><ul><ul><li>COOP Planner – Promoted to Another Position </li></ul></ul></ul><ul><ul><ul><li>COOP Planning Specialist – Left for Private Sector </li></ul></ul></ul><ul><li>Local Planning Assistance (LPA) </li></ul><ul><ul><li>Departures, Promotions, Vacancies, Recruitments, Hirings… </li></ul></ul><ul><ul><li>Existing Staff Trained on COOP (Continuity of Operations) through Independent Study Courses </li></ul></ul>
  24. 25. The Plan for Local COOP (Continuity of Operations) <ul><li>Fully Staff LPA (and SPA) </li></ul><ul><li>New LPA Staff Trained on COOP (Continuity of Operations) Independent Study Course </li></ul><ul><li>LPA Staff will be Tutored on VDEM’s Local COOP Planning Guide </li></ul><ul><li>Training – TBD </li></ul><ul><li>Regional Coordinators’ Role - Standby </li></ul>
  25. 26. Post-National Response Plan (6/05) <ul><li>Existing Local EOP (Emergency Operations Plan) Template Updated </li></ul><ul><ul><li>Released at 2005 Coordinators Briefings </li></ul></ul>
  26. 27. Routine Update <ul><li>NRF (National Response Framework) </li></ul><ul><li>Debris Management </li></ul><ul><li>Pan Flu </li></ul><ul><li>Dams </li></ul>
  27. 28. Challenges <ul><li>Turnover in LPA (Local Planning Assistance) </li></ul><ul><ul><li>Departures, Promotions, Vacancies, Recruitments, Hirings… </li></ul></ul>
  28. 29. The Plan <ul><li>Staff up LPA (Local Planning Assistance) </li></ul><ul><li>Finish LEOP (Local Emergency Operations Plan) Template </li></ul><ul><ul><li>12/1/08 </li></ul></ul><ul><li>Training TBD </li></ul>
  29. 30. COOP/EOP (Continuity of Operations/Emergency Operations Plan) Training Concept <ul><li>Regional Workshops </li></ul><ul><ul><li>2 in 4/6 </li></ul></ul><ul><ul><li>2 in 2/3 </li></ul></ul><ul><ul><li>2 in 1/5 </li></ul></ul><ul><li>Assistance/Guidance Along the Way </li></ul><ul><ul><li>LPA (Local Planning Assistance) Staff </li></ul></ul><ul><ul><li>Regional Coordinators’ Role – Almost There… </li></ul></ul>
  30. 31. Training Concept (Cont.) <ul><li>Regional Follow Up </li></ul><ul><ul><li>When a majority of localities reach some </li></ul></ul><ul><ul><li>pre-determined point along the process </li></ul></ul>
  31. 32. Regional Coordinators <ul><li>Their Role in the Process </li></ul>
  33. 35. <ul><li>Post 9/11 </li></ul><ul><li>April 2003 - Secure Virginia Panel initiative </li></ul><ul><li>Built on former Field Services activities </li></ul><ul><li>Lessons Learned - Isabel </li></ul>Background
  34. 36. <ul><li>“ To improve the Commonwealth’s preparedness, response, and recovery capabilities…” </li></ul>
  35. 37. The Regional Coordinator - Where - What - How
  36. 39. Where: <ul><li>One Regional Coordinator per Region </li></ul><ul><li>Region 7 Team </li></ul><ul><li>20 Localities per Region, average </li></ul><ul><li>Backgrounds: </li></ul><ul><ul><li>Emergency Management </li></ul></ul><ul><ul><li>Law Enforcement </li></ul></ul><ul><ul><li>Fire </li></ul></ul><ul><ul><li>Military </li></ul></ul>
  37. 40. What We Do: <ul><li>Situational Awareness: </li></ul><ul><ul><li>Monitor trends </li></ul></ul><ul><ul><li>Identifying needs, gaps and strengths. </li></ul></ul><ul><ul><li>Critical data for decision makers </li></ul></ul>
  38. 41. What We Do: <ul><li>Partnerships </li></ul><ul><ul><li>State agencies regionally </li></ul></ul><ul><ul><li>Federal agencies </li></ul></ul><ul><ul><li>Voluntary Agencies Active in Disaster (VOAD) </li></ul></ul><ul><ul><li>Other non-governmental entities. </li></ul></ul>
  39. 42. What We Do: <ul><li>Support Local and Regional Programs </li></ul><ul><ul><li>Design </li></ul></ul><ul><ul><li>Development </li></ul></ul><ul><ul><li>Implementation </li></ul></ul><ul><ul><li>Analysis </li></ul></ul>
  40. 43. What We Do: <ul><li>SUPPORT TO LOCALITIES: </li></ul><ul><ul><li>Liaison to VDEM Program staff </li></ul></ul><ul><ul><li>Targeted Training </li></ul></ul><ul><ul><li>Coaching / Mentoring </li></ul></ul><ul><ul><li>Networking </li></ul></ul><ul><ul><li>Meeting Facilitation </li></ul></ul>
  41. 44. What We Do: <ul><li>Emergency / Disaster Response: </li></ul><ul><ul><li>Rapid assessment </li></ul></ul><ul><ul><li>Coaching </li></ul></ul><ul><ul><li>Establishing Communications </li></ul></ul>
  42. 45. How We Do It: <ul><li>‘Building Bridges” </li></ul><ul><ul><li>Developing Networks and Partnerships </li></ul></ul><ul><ul><li>Opening doors </li></ul></ul>
  43. 46. How We Do It: <ul><li>Equipment </li></ul><ul><ul><li>Wireless Broadband Internet </li></ul></ul><ul><ul><li>Satellite communications </li></ul></ul><ul><ul><li>Global Positioning System (GPS) </li></ul></ul><ul><ul><li>Cameras with GPS </li></ul></ul><ul><ul><li>Onboard Computer and Printer </li></ul></ul>
  44. 47. How We Do It: Mobility
  45. 48. <ul><li>Plans are important… </li></ul>
  46. 49. <ul><li>Plans are important, but planning is priceless </li></ul>
  47. 50. Planning Assistance: <ul><li>Support your planning process </li></ul><ul><ul><li>Identify internal stakeholders </li></ul></ul><ul><ul><li>Assist with state agency involvement </li></ul></ul><ul><ul><li>Meeting facilitation – initial </li></ul></ul><ul><ul><li>Regional Training and Workshops </li></ul></ul><ul><ul><li>Collaboration with Preparedness Division </li></ul></ul>
  48. 51. Planning Assistance: <ul><li>Colleges and Universities: </li></ul><ul><ul><li>Foster Collaboration </li></ul></ul><ul><ul><li>Include in regional activities </li></ul></ul><ul><ul><li>Introductions </li></ul></ul><ul><ul><li>Facilitate meetings </li></ul></ul><ul><ul><li>Direct Assistance </li></ul></ul>
  49. 52. Summary: <ul><li>Supporting your programs </li></ul><ul><li>Building bridges </li></ul><ul><li>Coaching </li></ul>